Getting it done: time management for triathletes and runners

We all lead busy lives.  That goes without saying. As much as we all wish we could make training our full time job, the reality is that most of us have to juggle work, friends, family, and life along with our training.  How many times has a non-athlete looked at you incredulously and asked "how on earth do you fit it your training?" If you're like me, you have a hard time answering this question. You're not sure about how you fit it in, but all you know is that you do. As simple as that. And if you're like me, you're always looking for tips and tricks to squeeze even more time out of your busy day. Keep reading and you'll hear my top tips as well as tips from triathletes and runners around the world.

I don't have children, which I know are the ultimate time commitment, but I am pregnant with a PhD baby that will hopefully pop out with a shiny diploma in hand sometime in May. I've been a PhD student since I started this blog back in the fall of 2007. Being a grad student is a very interesting life phase: you're not quite still a kid, but you're also not quite an adult. With my lab, I have a lot of freedom. My professor never cares about what hours we put in at the lab; all he cares is that we get our work done and publish. As a result I have turned into a lean mean efficient machine. I can get done in 4 hours what would take most people 8. This past year I've studied and passed for my comprehensive exams, conducted 5 major experiments, written 3 manuscripts, traveled to two different labs for independent research projects, applied for three grants, and written 89 pages of my dissertation--all while maintaining a 20 hr/week training schedule and working 12-16 hr/week at a second job.

"How do I do it?" I get this question from a lot of people, with a follow-up of "you must not have any free time." But the reality is, I have free time. Quite a bit, actually. I need my free time. If I don't have dedicated "sit on the couch and watch mind-sucking reality TV" time, I will slowly become so overwhelmed that I will eventually have breakdowns that last for days (unfortunately I've learned this the hard way). Because my days are usually so go-go-go I know that I need solitary free time so I can just decompress.

So how do I manage my time to fit everything in, train hard, eat well, be a productive grad student, make money, and have dedicated "ME" time? Here's some tips I've learned throughout the years:


1. Keep an organized calendar: Although I consider myself pretty tech-savy, I keep an old-fashioned paper planner. That planner is my life. I write my daily training schedule in weeks in advance. I also write in all my meetings and commitments and even use it as my running to-do list. Each Sunday I sit down and look at my week. For each day I determine exactly when and where I will do my training and write that in my planner. By bedtime on Sunday I can tell you exactly what my schedule will be like for each day of the week. Since my planner has a lot of personal info in it, I won't post a picture, but the pages of my planner look almost identical to the one at the left.

2. Put the proactive before the reactive: When I have a big task to accomplish (manuscript, grant proposal, thesis chapter, etc) I make that 100% of my focus. I ignore email, cleaning, and other time-sucking tasks and get it done. How much of your time do you spend reacting to others with returning emails and phone calls? Instead, make the focus of your day creating and being productive.

3. Take important tasks one at a time: I asked my roommate why she thought I am so productive and she suggested this one. She told me I have an "unworldly ability to focus". When I have a large task ahead of me, say, my dissertation, I make that 100% my priority. I set a goal (write my introduction chapter in a weekend, for example), shut myself in, and get it done in a concentrated amount of time. To help focus I clear off my desk so it only has my computer, silent my phone, pop in earplugs, and set mini-goals (don't get up from the desk until the first subsection is complete). It's a bit like imprisonment, but it's the way I can be so productive with my writing.

4. Keep a running to-do list: To-do lists are worthless if you don't accomplish tasks. I keep a running to-do list of ongoing tasks and transfer it from one day to the next. Physically re-writing the list each day helps emphasize that I need to complete the tasks.

5. Embrace the tupperware: I prepare 99% of my food and track every calorie that goes into my mouth. I use this fantastic free app called MyFitnessPal to track my food, and take chunks of free time to prepare meals. Lunch is often eaten in the car between workouts, and since I work late until night, I have to pack my dinner to eat in a 15-minute break. I portion the meals according to the calories and stock up my fridge. I always have at least three days of prepared food packaged in my fridge. Always.

6. Always be prepared for training opportunities: I pack bags for training sessions the night before, but I also keep emergency "kits" in my car: A bag with backup swim gear, a bag with backup run gear, a bag with backup shower gear, and a bag with backup nutrition. That way, if you've forgotten to pack something you have it handy. It's also perfect for those opportunities where you find yourself in a good location with an hour to kill: go for a run instead!

7. Embrace baby wipes: Yes, they will substitute for a shower and no, your coworkers won't notice a difference.

8. Always keep work with you: Most people screw around with their cell phones while waiting and play Angry Birds to pass the time. I screw around with my cell phone but instead am reading a publication on my phone. Taking productive advantage of small pockets of time can really add up!

9. Wake up early: I can't emphasize this enough. I go to bed early, and wake up early. Hands-down this is the best thing you can do. You can get your run in before work and even make it early into the office to be productive before all your chatty coworkers come in!

10. Sometimes, toss the schedule and commitments and go to the beach, spa, or your favorite park. After all, life is more than the daily obligations, isn't it?

Since we all have varied commitments, I went to twitter to get training time management tips from athletes around the world. Here's what they had to say:

• @Kara975: I'm not "busy" exactly, but a jogging stroller and treadmill are how I get the miles done on weekends.
• @BecomeAnIronman: Schedule. Schedule. Schedule. If you wake up and know what you have to get done, it's more likely to be crossed off.
• @RunningIsFunny: That's easy. I blow off everything else.
• @rodney_o: Weekend rides, leave early, get back before breakfast. Weeknight runs, run 1st and miss dinner with the family :(
• @1BandID: Well the dog has to be walked, so why not take him for a run. Email using voice recognition software on the bike trainer
• @262logan: Signing up for a marathon always motivates me to train. Sometimes I run twice per day. AM and PM if schedule is full. It's easier sometimes to fit in shorter runs.
• @jendaveglikes2run: I have 3 kids so I get up at 4:30am to run or hit the gym while the hubs is home still and I have a trainer in case I'm stuck at home
• @patricia_eddy: I have a job with flexible hours, read/listen to presentations on the bike trainer and train with husband so=quality time.
• @JamesonBull: If I sleep in and miss a workout, I clean the tri cave and set out gear to train as soon as I get home. Organization=key.
• @LJCBF: FEAR of being last :) so having race schedule in place forces me to make time to train
• @lmiyakawa: Set out what I need the night before, and wake up early.
• @bas2205: lunch run!
• @TheBoringRunner: While it sucks, I usually suck it up and sleep less. Also get everything in before most people wake up. Makes for lots of early mornings!
• @IMbethwalsh: Always pack bags and do workouts before you get home from work. The couch is your enemy and will suck you in!
• @keefmac: Early mornings and a VERY forgiving lovely wife!
• @Runeatteach: 4:30am weekday runs!
• @mcrunner262: Gotta run in the am.
• @ratherbeswimmin: combine friends and family time with other things, like working out, cooking and eating.
• @ocean_Dr: I run or ride on the trainer while the kids are at baseball/soccer/water polo. It's mental training, because often in non ideal locations
• @pete_roon: I train around a busy job by training early, get it done before work.
• @tara_zirker: Every once in awhile make a maximum list (i.e. "I will do at most" vs. "I will do at least")

Time management. We all use it. We're all looking to improve it.  What are some of your tips for time management so you can fit in your training with your busy schedule?